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For processors

Purchase, reconcile, and export with less manual work.

Work every approved request from one queue, review AI invoice matches, and send clean batches to accounting.

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A processor reviews the Approved To Process queue, with each request's student, teacher, vendor, and days waiting.
An AI suggestion for an invoice line flags a total that differs from the order and explains the difference.
AI matchwith a reason

A day with Purchase Portal

From an approved request to a reconciled batch

Work queue

Start every day with one queue

Approved To Process collects every approved request, with filters for request type, lock status, and urgency, and a count of days each one has waited.

Put a request to sleep when you need to handle it later.

A processor filters the Approved To Process queue, where each row shows the student, teacher, vendor, submission date, and days waiting.
Guided processing

Follow the same steps on every purchase

A checklist walks you through messages, vendor, student funds, and items. Then you process by Purchase Order or Credit Card, update tax and shipping, and upload the receipt.

Generate a purchase order and email it to the vendor with a download link. Resend it whenever you need to.

On the final checklist step, a processor chooses Purchase Order and reviews the student, vendor, shipping address, tax, shipping, and total.
Invoice Matching

Let invoices find their orders

The app reads invoices that arrive in your program mailbox, matches them to requests by PO number, and splits PDFs that cover several orders.

AI extracts line items and proposes a match for each request item, with a confidence score, a reason, and discrepancy flags. Accept or dismiss each proposal, or rerun matching.

A processor reviews AI invoice matches next to the vendor's invoice PDF, with high-confidence dates ready to accept.
An AI suggestion shows quantity, unit price, and total for an invoice line, with a note that the line total conflicts with the order.
Batch export

Hand accounting a clean batch

Group completed requests into batches, approve them in Pending Approval, and export Excel files for accounting from Ready to Export.

Download or regenerate any past export in Batch Export History.

A processor selects invoices waiting for approval, with Approve Selected and Approve All buttons above the list.
Vendors

Keep your vendor list current and compliant

Invite vendors and send secure pre-screening and application links. Review applications, documents, and bank or profile changes, and fast-track vendors when you need to.

Monitor compliance documents and staff, and choose to pause noncompliant vendors automatically. Review locks stop two processors from editing the same vendor.

A processor reviews an active vendor's business information, address, and contacts, with History, Edit profile, and Invite to portal actions.

More of what your workspace handles

  • Funds and inventory Complete fund transfers that teachers approved under Fund Transfers, and manage Inventory Transfers.
  • Student records See students, rosters, funds, and inventory under Students.
  • Bulk import Import students, funds, inventory, and vendors in bulk.
  • Audit trail Every request step and status change is on the record.

What happens after you process

  1. You You send the PO The request moves to Processed.
  2. Vendor The vendor gets it by email With a Download button, and it appears in the vendor portal.
  3. Vendor The invoice comes back Submitted in the vendor portal, or emailed to your program mailbox.
  4. You You match and export Review the AI matches, then batch and export to accounting.

Questions processors ask

How do invoices get into Purchase Portal?

Vendors submit them in the vendor portal, or email them to your program mailbox. The app reads mailbox invoices, matches them to requests by PO number, and splits PDFs that cover several orders.

Does AI approve invoices on its own?

No. AI proposes matches with a confidence score, a reason, and discrepancy flags. You accept or dismiss each proposal, and you can rerun matching.

Can I pay by credit card instead of a purchase order?

Yes. Process any request by purchase order or credit card, then upload the receipt.

What do we send to accounting?

Approved batches export as Excel files. Download or regenerate any past export from Batch Export History.

Can two processors edit the same vendor?

No. Review locks prevent two processors from editing the same vendor at the same time.

Can we bring our existing records?

Yes. Import students, funds, inventory, and vendors in bulk.

See invoice matching on a sample invoice

Request a demo, and we walk your finance team from the work queue to the Excel export.

Request a demo